Scottsbluff Public Library

Board

Regular Meeting

August 14, 2007

Minutes

 

  1. Roll Call

    2. President Teresa Clark called the meeting to order at 2:05 p.m. Present were Carol Holyoke, Kristin Wiebe, Teresa Clark, Library Director Bev Russell and Jana Kehn from the library staff. Rita Brown arrived later. Sue Waite was absent.

  2. For public information, a copy of the Nebraska Open Meetings Act is posted by the doors on the north side of the library meeting room.

    3. Teresa announced that a copy of the open meetings act was posted in the meeting room.

  3. Notice of changes in the agenda. (Additions may not be made to this agenda less than 24 hours before the beginning of the meeting unless added under item 3 of this agenda.)

    4. There were no changes to the agenda.

  4. Citizens with business not scheduled on the agenda. (As required by state law, no matter may be considered under this item unless the board determines that the matter requires emergency action.)

    5. There were none.

  5. Approve Library Board meeting minutes of July 2, 2007.

    6. Kristin moved the approval of the minutes of the July 2nd meeting. Carol seconded. The minutes were approved.

  6. Reports and recommendations from the Library Director and/or library staff:

The board looked over the activity and statistical reports for July. Bev mentioned that she had attended the budget workshop with the City Council on July 23rd, and it went well.
    1. Library statistical reports: July 2007 (see board packet)
    2. Library activities for July 2007 – (see board packet)
    3. Library window repair cost

Bev reported that the cost of replacing and repairing the broken window on the eastside of the building would be almost $1,500. After discussing this with the City Manager and the Finance Director, she decided to hold off on repairing it until construction begins on the library expansion. Then that cost can be included in the cost of construction.
  1. Capital Campaign reports:
    1. Contract with Hodge Cramer and Associates

      2. John Massey, Foundation Board president, asked the Library Board to discuss whether the Foundation needed to continue with contract with Hodge Cramer and Associates. Bev said that she needed to get some information from them on grant writing and also a list of foundations as possibilities for grants. Board members felt a phone conference with Russ Hodge and Mike Schmidt was needed to specify what assistance we needed from Hodge Cramer as well as to discuss continuing their contract. Bev will try to arrange a conference on August 23 or 24 and contact members with the date and time. She will also make Foundation Board members aware of the conference and encourage their participation.

    2. Leadership Gifts Division – Library Foundation and others

      3. The Board discussed the idea of making a presentation to the economic development group, which meets at the hospital weekly. Teresa will visit with Bill Trumbull about this and report back to the board next month.

    3. Major Gifts Division chairs and volunteers: Kristin Wiebe and Marj Mandujano

      4. Kristin reported that volunteers have begun making contact with donors, and donations are being received.

    4. Community Campaign Leadership Committee: Sue Waite and Teresa Clark
    1. Planning for public events

Sue Waite sent a report about planning for the public events.

Jana Kehn reported that in addition to the October 6th book sale and food fair, mystery author C. J. Box would do a presentation on Wednesday, October 3, 2007.
    1. Sale of Art Robbins paintings

      2. Bev reported that Marj Robbins contacted John Massey. She wants to donate Art Robbins paintings to the library for an auction with the proceeds going to the building fund. The Board discussed the proper venue for this. Discussion centered on the possibility of doing this in conjunction with the book sale on October 6th or author visit. It was felt that the auction should be at the library. Teresa will visit with Marj some more to determine her wishes. Bev will tell John to let Marj know that the Library Board is enthusiastic about this and will visit with her further about it.

    2. Direct mail and Phon-a-thon

Bev said she needed to visit with Mike Schmidt to see if he has some information on how to organize and run a direct mail campaign and phon-a-thon. She would report at the September board meeting.
    1. Commemorations, pledges and gift tracking

      2. A form and means of tracking gifts to the building project has been devised. Kathy Powers will record all gifts on the form and notify Rita to send thank you cards to the donors. This will also be the form used to track levels of commemoration.

    2. Grant writing process

Bev will begin working on this. More information is needed from Hodge Cramer however.

8. Action Items:

    1. Times for future Library Board meetings

The next Library Board meeting will be September 12, 2007, at 2:00 p.m. in the library meeting room.

9. Adjournment: The meeting adjourned at 3:15 p.m.